Program Assistant - Limited Term

ontariotechu•Oshawa, ON

1d•Onsite

About The Position

The Program Assistant is integral in ensuring services are offered efficiently and effectively. This position works alongside a team of Program Assistants, an Administrative Assistant, an Instructional Support Coordinator, a Business Development and Marketing Manager, the Director of Continuous Learning, and the Budget Officer, as well as a Work Study student (when relevant) and others.

Requirements

Self-motivated and proactive, adapts to change with ease, works well with others, and takes responsibility for outcomes
A high-proficiency in MS-Word, MS-Outlook, MS-Excel, and MS-Powerpoint
Excellent planning and organization skills in overseeing event, program and course planning and execution
Attention to detail, confidentiality and the ability to manage multiple demands
Excellent communication and interpersonal skills with a demonstrated ability to work in teams, with faculty, staff and students with tact and diplomacy
Completion of a Formal Post-Secondary/College Program of Two Academic Years
An equivalent combination of education and related experience may be considered
Over 1 year and including 3 years of experience
Understanding of the organizational aspects of programs, courses, and events
Working knowledge of content management systems, learning management systems, student information systems

Responsibilities

Coordinating all day-to-day facets of assigned Continuous Learning programs/courses, including communication with learners, supporting documents, website updates, transcript review, applications, processing invoices, instructor/facilitator/skills coach contracts and communications, instructor payments, attendance, achievement, form development, signage, etc.
Updating, analyzing and auditing the registration database to ensure records are up to date for fee processing (credit card, invoicing, cheque), course history, material, attendance, and certificates.
Liaising with the Communications and Marketing department and the Continuous Learning Administrative Assistant to request needs such as program website updates (fees, programs, dates, etc.). This might involve double-checking accuracy across multiple systems and, when required, requesting marketing support for program materials such as the creation of flyers, signage, etc.
Compiling and storing information related to all programs, courses and curriculum.
Serving as the point of contact for Continuous Learning participants regarding all details within their portfolio. This includes analyzing and communicating about missed classes, payment, program information, etc.
Planning and implementing procedures and/or processes to improve efficiency and effectiveness.
Collaborating with relevant third-party partners regularly to follow processes related to contractual obligations.
Collaborating with internal partners (for example, Faculties) to organize programs supported by Continuous Learning.
Setting up Catalog Canvas shells using existing templates.
Participating in regularly scheduled Continuous Learning team meetings to provide updates or highlight areas to review.
Setting up, refreshing and taking down all classes within the portfolio (days, evenings or weekends).
Working with Instructors, facilitators and coaches – scheduling, contracts, purchase orders, prepare workbooks and material (edit presentation slides to include logos, spelling/grammar, AODA, etc.).
Preparing evaluation summaries for records and instructors.
Coordinating alternative assignments for missed classes, when required.
Coordinating the issuance of Badges for all micro-credentials in the portfolio.
Assisting with the research, planning and implementation of new and existing programs.
Performing front-line customer service answering general inquiries via phone/email when required.
Assisting with proposal writing and communication to potential clients.
Proofreading and editing of documents as required.
Completing rolling project completion reports.
Booking meetings via Outlook calendar for internal and external partners.
Booking meeting rooms for meetings/classes/major events and/or working with Scheduling Program for bookings.
Ordering based on needs - food services, Print shop, IT Services.
Arranging parking for guests, flight and accommodation bookings, and restaurant bookings.
Performing other duties or projects as assigned including providing assistance and support to other staff for classes and/or events within the department as required.
Maintaining ongoing working relationships with other departments and external vendors.
Compiling data for program reports requested by the Director of Continuous Learning.
Communicating with the Finance Department to get confirmation of successful payment processing with invoices and credit card payments.
Reporting to the Budget Officer with all payments, expense reports/cheque requisitions for reimbursement, payment of invoices.
Calculating financials for assigned portfolio for Continuous Learning contractor instructors and assisting with projections.
Assisting the Budget Officer with various other tasks as requested.
Contributing to the planning and coordination of Continuous Learning events, which involves decision-making, resources, oversight of event processes, coordinating meetings, etc. Such events include, but are not limited to, Continuous Learning open enrollment classes, customized corporate programs, Public Seminars, Annual Conference, Public Sector Graduation, Community events, etc.
Liaising with the Communications and Marketing Department with the development of media, marketing materials and announcements of events.
Setting up, refresher and take down of events/classes within portfolio/as assigned (days, evenings or weekends).
Assisting with updating the Continuous Learning website (working with C&M when needed) and creating/posting on various social media sites.
Assisting with the creation/editing of flyers, marketing emails, monthly newsletters and other promotional material.
Networking and promoting Continuous Learning at community events/tradeshows.
Researching, presenting, and working through processes to align current or new programs with accreditation/PD hours offered by associations, etc.
Working with necessary parties to review and implement CRM or other administrative systems.
Working with the team to brainstorm policy/procedure needs. From the gathered information, build out final copies for implementation.
Other projects as assigned.